Record Retention
Record Retention refers to how long a company keeps its business documents and information, and how they manage this process. It's like having an organized system for keeping track of important paperwork, emails, and digital files that companies are legally required to maintain. This includes knowing which documents to keep, how long to keep them, and how to properly store or destroy them when they're no longer needed. Many industries have specific rules about how long certain documents must be kept, especially in fields like healthcare, finance, and human resources.
Examples in Resumes
Developed and implemented Record Retention policies that saved the company $50,000 in storage costs
Managed company-wide Records Retention program ensuring compliance with federal regulations
Led team responsible for Record Retention and Records Management system implementation
Conducted quarterly audits of Records Retention schedules across 5 departments
Typical job title: "Records Managers"
Also try searching for:
Where to Find Records Managers
Professional Associations
Online Communities
Job Resources
Example Interview Questions
Senior Level Questions
Q: How would you develop a company-wide record retention policy?
Expected Answer: Should discuss creating retention schedules based on legal requirements, involving stakeholders from different departments, implementing training programs, and establishing monitoring systems for compliance.
Q: How do you handle conflicting retention requirements across different jurisdictions?
Expected Answer: Should explain approach to analyzing various requirements, creating a policy that satisfies the strictest standards while remaining practical, and consulting with legal teams when necessary.
Mid Level Questions
Q: What steps would you take to ensure compliance with retention schedules?
Expected Answer: Should describe regular audits, employee training, automated reminder systems, and documentation processes for destroyed records.
Q: How do you determine which records are business-critical versus routine documents?
Expected Answer: Should explain assessment criteria including legal requirements, business needs, and historical value, plus consultation with department heads.
Junior Level Questions
Q: What are the basic components of a retention schedule?
Expected Answer: Should mention record types, retention periods, storage locations, and disposal methods.
Q: How do you properly dispose of confidential records?
Expected Answer: Should discuss secure shredding, proper documentation of destruction, and following company policies for both paper and electronic records.
Experience Level Indicators
Junior (0-2 years)
- Basic understanding of retention schedules
- Document filing and retrieval
- Records disposal procedures
- Basic compliance awareness
Mid (2-5 years)
- Implementation of retention policies
- Staff training on records management
- Audit preparation and support
- Electronic records management
Senior (5+ years)
- Policy development and implementation
- Risk assessment and mitigation
- Compliance program management
- Department leadership
Red Flags to Watch For
- No knowledge of regulatory requirements in relevant industries
- Lack of attention to detail in handling sensitive documents
- No experience with retention schedules or policies
- Poor understanding of confidentiality requirements
- Unable to explain basic document lifecycle management
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